70Z04024Q00090001.pdf

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70Z04024Q00090001

TABLE OF CONTENTS:

Section II: Continuation of SF1449 Section III: Contract Clauses Section IV: List of Documents, Exhibits, and other Attachments Section V: Solicitation Provisions

Section II: Continuation of SF1449

Item Number Base Item Number

Supplies/Services Quantity Unit

0001 Used Lube Oil Analysis- Test Slate

1600 DO

Contract Type:Firm Fixed Price Unit Price

Extended Price

Description:

Purchase Requisitions 52000PR240006735

IDC Type: Not Applicable

Delivery Date Delivery Address 9/30/24

Supplies/Services Quantity Unit

0002 Used Oil Analysis-Test Slate 2 1200 Contract Type:Firm Fixed Price

Unit Price Extended Price

Description:

Period Of Performance Start Date Period Of Performance End Date Period Of Performance Address

Supplies/Services Quantity Unit

0003 Used Oil Analysis-Test Slate 3 125 Contract Type:Firm Fixed Price

Unit Price Extended Price

Description:

Supplies/Services Quantity Unit

0004 Used Oil Analysis-Test Slate 4 1400 Contract Type:Firm Fixed Price

Unit Price Extended Price

Description:

Supplies/Services Quantity Unit

0005 Used Oil Analysis-Test Slate 5 75 Contract Type:Firm Fixed Price

Unit Price Extended Price

Description:

Item Number Base Item Number

Supplies/Services Quantity Unit

0006 Coolant Analysis-Coolant Basic 300 Contract Type:Firm Fixed Price

Unit Price Extended Price

Description:

Supplies/Services Quantity Unit

0007 Coolant Analysis-Coolant Advanced

Contract Type:Firm Fixed Price Unit Price

Extended Price

Description:

Supplies/Services Quantity Unit

0008 Wear Particle Analysis-Analytical Ferrography

Contract Type:Firm Fixed Price Unit Price

Extended Price

Description:

Supplies/Services Quantity Unit

0009 Sample Bottle kits w/mailers 800 Contract Type:Firm Fixed Price

Unit Price Extended Price

Description:

Section III: Contract Clauses

Clauses incorporated by reference

Article Number Reference Text

52.246-4 52.246-4 INSPECTION OF SERVICES-FIXED-PRICE (AUG 1996)

52.247-29 52.247-29 F.O.B. ORIGIN (FEB 2006)

52.247-34 52.247-34 F.O.B. DESTINATION (NOV 1991)

52.247-48 52.247-48 F.O.B. DESTINATION-EVIDENCE OF SHIPMENT (FEB 1999)

52.213-2 52.213-2 INVOICES (APR 1984)

52.204-19 52.204-19 INCORPORATION BY REFERENCE OF REPRESENTATIONS AND

CERTIFICATIONS (DEC 2014)

52.204-23 52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE, AND

SERVICES DEVELOPED OR PROVIDED BY KASPERSKY LAB AND OTHER COVERED

ENTITIES(NOV 2021)

52.204-25 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

52.222-26 52.222-26 EQUAL OPPORTUNITY (SEP 2016)

52.222-50 52.222-50 COMBATING TRAFFICKING IN PERSONS (NOV 2021)

52.233-3 52.233-3 PROTEST AFTER AWARD (AUG 1996)

52.233-4 52.233-4 APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004)

52.247-28 52.247-28 CONTRACTOR'S INVOICES (APR 1984)

Clauses incorporated by full text

Statement of Work

STATEMENT OF WORK (SOW)

FOR

Laboratory Analysis of Lube Oil and Coolant

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard (USCG) relies on analysis of lube oil and coolant of assets' major equipment to monitor lubricant/coolant condition, and to maintain awareness of developing or impending component problems that may be detected early by analysis of fluids. Additionally, fluid testing and analysis plays a key role in ongoing efforts to increase utilization of Conditions Based Maintenance programs.

1.2 SCOPE

The United States Coast Guard (USCG) requires testing of lube oil samples, coolant samples, storage of samples, data analysis and quality assurance of test results, related data management, and supply and shipping of sample bottle kits. The Contractor shall also provide technical service capabilities for use and access of online database, trend analysis and reports distribution, and expert consultation to include training. The Contractor shall be responsible for all new and used lube oil and coolant testing and wear debris analysis for United States Coast Guard vessels during the term of this Contract.

1.3 APPLICABLE DOCUMENTS- To be provided by the Contracting Officer's Representative

1.3.1 STANDARDS USED FOR TESTING AND ANALYSIS METHODS

The following standards apply to the testing and analysis methods used in this statement of work:

• ASTM: American Society of Testing and Materials - ASTM D-288 shall be used for standard definitions of terms relating to petroleum and standards for testing new and used lubricants.

• ISO: International Standards Organization - Standard 3448 shall be used to define oil viscosity grades.

• API: American Petroleum Institute - API standards shall be used for measuring oil characteristics, including API gravity.

• NAS: National Aeronautical Standards - NAS standards shall be used for cleanliness of hydraulic fluids used in commercial and military aircraft.

https://uscg.sharepoint-mil.us/sites/OilandLubricantTestingFY24/Shared%20Documents/General/SCOPE%20PARAGRAPHS.doc

1.3.2 COMPLIANCE DOCUMENTS FOR TESTING AND ANALYSIS METHODS

The following documents provide specifications, standards, or guidelines that the testing facility must comply with to meet the requirements of this contract:

• ISO/IEC 17025:2005 or later: General requirements for the competence of testing and calibration laboratories.

• It is acceptable and preferred if the laboratory is also certified to ISO-9001:2000 or later, in addition to the ISO/IEC

17025 requirement.

1.3.3 REFERENCE DOCUMENTS

The following documents found at ASTM International - Standards Worldwide may be helpful to the Contractor in performing the work described in this document:

• ASTM D445

• ASTM D6304

• ASTM D2896

• ASTM D4739

• ASTM D664

• ASTM D7593

• ASTM D5181

• ASTM D6595

• ASTM D3321

• ASTM D1287

• ASTM D1125

• ASTM D5827

• ASTM D6130

2.0 TESTING OF LUBE OIL AND COOLANT SAMPLES

2.1 GENERAL

The Contractor shall perform testing, analysis, and data review of new and used oil and coolant samples provided by the Government. The Contractor shall provide complete, accurate, and timely results. The Contractor shall ensure that test result data is verified to be accurate using analytical techniques or current industry methods.

2.1.1 CAPACITY

The Contractor shall have the capacity to process a maximum of 100 samples per day under this Contract. The normal volume of samples is estimated to be 40 samples per day.

2.1.2 TEST SLATES

The Contractor shall perform tests of physical properties and spectrochemical analysis for each sample received as defined in Attachment A. Each different type of oil and coolant shall undergo a predetermined slate of tests, specified in Attachment A.

Analytical Ferrography tests shall be conducted on oil samples with results exceeding specific limits in Direct Reading (DR) ferrography, ISO 4406 Wear Particle Count, or wear metals.

2.1.3 BARCODED SAMPLE LABELS

The Contractor's laboratories shall be capable of providing printed barcoded sample labels through its web-based reporting system for easy tracking and error free data entry of samples.

2.1.4 SAMPLE BOTTLE KITS, MAILERS, AND SHIPPING COST

The Contractor shall provide up to 3 oz (90 ml) or 4 oz (120 ml) sample bottle kits with a shipping container to hold a minimum of 10 sample bottles upon request from a USCG vessel. Each sample bottle shall be constructed of clear plastic and shall not collapse when subjected to a minimum of four (4) inches Hg vacuum. Each sample bottle shall be double wrapped (container within a container with absorbent material). The Contractor shall provide 1 shipping box, 2 shipping containers to hold 5 https://www.astm.org/ bottles each, two (2) prepaid, preaddressed commercial express mailer and 10 sample labels in each lube oil sample bottle kit for shipment of samples from the vessel to its testing facility. Shipping cost shall be prepaid and included in total price of sample kits. The Contractor shall fulfill sample kit orders on an as-needed basis. Orders will be placed by the designated ESD-Main Prop technical point of contact on behalf of vessel. The Contractor shall ship sample kits directly to the vessel at an address that will be provided by ESD-Main Prop upon award. The Contractor shall maintain sufficient inventory to fulfill orders within 5 business days of receipt.

2.2 SHIPPING, TESTING, DATA TRANSFER, AND RETENTION:

2.2.1 SHIPPING

The Government will send lube oil and coolant samples via courier service using the contractor's provided shipping labels to the Contractor's laboratories. The Contractor shall maintain a log documenting date and time of receipt of samples and assign a sequential number to each sample received. The contractor shall provide the USCG point of contact e-mail confirmation that the samples are received at their facility upon shipment.

2.2.2 TESTING

The Contractor shall test each sample, which will contain a min of 90 ml of oil or coolant, in accordance with the specific test slates identified on the sample label information. The Contractor shall not initiate testing of unregistered samples (e.g., unlabeled, or unidentified samples, etc.). Each piece of equipment in the USCG inventory is assigned a unique Identification (ID) number. For each Unit ID number, the Government will provide a defined set of tests, known as test slate, which the Contractor shall perform on samples associated with that Unit ID number. The Contractor shall perform testing as stated in attachments (A) and (B) by the test slates assigned to each Unit ID number provided by the Government. The Contractor shall contact USCG SFLC-ESD for disposition instructions for the unregistered samples. The Contractor shall perform testing as specified by the test slates assigned to each equipment registration number provided by the Government. The Contractor shall complete testing of all samples received at the Contractor's facility each day with two (2) business days of receipt (excluding weekends and federal holidays). Completion of testing is defined as the point at which the Government has received the test results electronically. Expedited testing may be requested by the Government at no additional cost. When the Government requests expedited testing for a specific sample, the Contractor shall prioritize that sample by placing it at the front of the queue for testing, ahead of other USCG samples that may have been received earlier. The Contractor shall perform expedited testing as part of the normal flow of USCG sample testing, without disrupting the overall testing process.

2.2.3. TEST SLATES

Each sample submitted for testing will be associated with one or more test slates. A test slate is a set of individual tests that the Contractor shall perform on the submitted sample. The number and type of test slates required for each sample may vary depending on the specific equipment and the Government's testing requirements.

2.2.4. ANALYTICAL FERROGRAPHY

Analytical Ferrography tests will be performed automatically when test results for DR Ferrography and Particle Count, as part of the test slates specified in Attachment (A), exceed the threshold limits provided by the Government. The Government will furnish the applicable threshold limits for each equipment type or individual equipment to the Contractor within the thresholds provided in attachment (A) of the Statement of Work. The Government reserves the right to modify these thresholds limits at any time during the contract performance period. If the Government modifies the threshold limits, the Government will notify the Contractor through email within 5 business days of the decision to modify the limits. The Contractor shall implement the updated threshold limits for Analytical Ferrography testing on samples received after the date specified in the Government's notification email. If no implementation date is specified, the Contractor shall implement the new thresholds within 5 business days of receiving the notification.

2.2.5. TREND ANALYSIS

The Contractor shall employ fluid analysis data trending techniques to determine oil sample condition (normal, caution, abnormal, or severe).

These techniques shall include:

Comparing current sample results to historical data for the same equipment to identify trends and potential issues, utilizing statistical methods, such as linear regression or exponential smoothing, to forecast future sample results and predict protentional failures, incorporating Government-furnished threshold limits to established baseline values for normal, caution, abnormal, and severe conditions.

Thresholds Limits Provision and Updates:

a. Initial Provisions: The Government will provide the applicable thresholds limits for each equipment type or individual equipment to the Contractor within 10 business days of contract award. These limits will be provided in a separate document from this SOW.

b. Equipment Setup: For new equipment added during the contract period, threshold limits will be provided within 5 business days of the Government notifying the Contractor of the new equipment.

c. Updates: The Government reserves the right to update threshold limits as needed throughout the contract performance period. Any updates to modify the limits.

d. Implementation: The Contractor shall implement new or updated thresholds limits within 5 business days of receipt.

The threshold limits may include Original Equipment Manufacturer (OEM) limits and Government defined limits, as specified in the provided documentation. The Contractor shall color-code the sample conditions as follows: Normal: Green, Caution:

Yellow, Abnormal: Magenta, and Severe: Red. The Contractor shall provide recommendation based on the trend analysis results to help the Government make informed decisions regarding equipment maintenance and operation. These recommendations shall be provided at no additional cost to the Government.

2.2.6. SAMPLE RETENTION

The Contractor must retain samples for forty-five (45) days after the test date for potential retesting requirements. After this forty-five (45) day period, the contractor must dispose of the samples and document the disposal process. This documentation must include:

1. The date of disposal

2. The location where samples were disposed

3. The method used for disposal

2.2.7. RETEST

The Government may request a retest of specific samples. When the Government requests a retest, the Contractor shall conduct retest with two (2) business days of the request. The Contractor shall be entitled to payment for the retest only if the retest results confirm the accuracy of the original test results. The original test results shall be considered accurate if the retest results fall within the acceptable range of variation, as defined by the relevant industry standard or manufacturer specification for the specific test method. If the retest differs from the original test results and indicate that the original results were inaccurate, The Contractor shall not be entitled to payment for retest. The Contractor shall be responsible for any cost associated with the inaccurate original test and the subsequent retest. The Contractor shall document all retest and provide a detailed comparison of the original and retest to the Government including an explanation of any discrepancies and the corrective actions taken to prevent future occurrences of inaccurate test results. Retest shall be invoiced under the same CLIN as the original test, and payment will be made in accordance with the conditions described above.

2.2.8. SPECIAL SAMPLE ANALYSIS

In addition to the standard testing requirements outlined in section 2.2.2, the Government may require special testing services. Special testing includes:

a. Non-routine test not included in the standard test slates.

b. Expedited testing with shorter turnaround times

c. Analysis of unusual or uncommon samples

d. Specialized testing methods or equipment

The exact nature and scope of the special testing will be determined by the Government on a case-by-case basis, as detailed in section 2.2.7. The Contractor shall have the capability and expertise to perform a wide range of special testing services.

2.2.9. ODERING INSTRUCTIONS FOR SPECIAL SAMPLE ANALYSIS

When the Government requires special testing services, as described in the SOW section 2.2.6, the following process should be followed:

a. The Government will provide the contractor with a description of special testing to be performed, including the specific requirements, desired turnaround time, and any other relevant information.

b. The Contractor shall respond with a detailed quote, including the estimated time to complete the testing, the price for the services, and any deviations from standard contract terms and conditions.

c. The Government will review the Contractor's quote and, if acceptable, provide written approval to proceed with the special testing.

d. The Government will assess the Contractor's performance in providing requested special testing services as part of regular performance evaluation.

2.2.10 NOTIFICATION OF COMPLETED TEST RESULTS

The Contractor shall provide daily notification of completed test results the Contracting Officer Representative (COR) on file for this contract. The test results shall be provided in an automated summary report that contain the below information and sent to the contracting officer's representative via email.

Automated Summary Report Specifications:

1. Format: The report shall be provided as a CSV (Comma-Separated Values) file attachment to the email.

2. File Naming Convention: USCG_TestResults_YYYYMMDD.csv (where YYYYMMDD is the date of the report)

3. Content: The CSV file shall contain the following columns in the exact order specified:

Sample Id

(Fluid Category)

Cond. Submitted by

Unit

ID

Component Description

Type

Date

Taken

Tested

Recommendation/ Lab Comment

Problem Code

4. The first row of the CSV file shall contain the column headers as specified above.

5. All fields must be enclosed in double quotes (") to ensure proper handling of any commas within the data.

This report shall confirm that completed sample results are ready for distribution for USCG users through the contractor's online database. A Laboratory Data Analyst shall review all oil and coolant test data for completeness and accuracy prior to submission to USCG. The Laboratory Data Analyst shall provide remarks to indicate the test results have been reviewed and verified in the Recommendation / Lab Comment data field.

2.2.11 ONLINE DATABASE

During the period of the contract, the Contractor shall provide an online database for the Government to utilize for its data reporting and management needs. The Contractor shall maintain all lube oil and coolant sample test results in its online database, which must have the capability for USCG personnel to access, provide comments and recommendations, distribute summary reports via email to shipboard and shore side personnel, print individual reports in PDF format, and download and export data from all enrolled USCG vessels. The Contractor shall also provide access to an individual database for each cutter participating in the program and designated shore side personnel to view, download, print reports and export data from exclusively that cutter's equipment history. The online database shall be accessible via the internet through a secured website with username and password account information for every cutter in the USCG Oil Analysis Program and cognizance USCG personnel. Access to database shall require passwords that are permanent for the life of the contract and do not require periodic password changes. The Database shall have a dashboard that provides summary of condition, problem equipment and turn-around time. It shall also have the capability for searching samples, maintaining equipment information, performing diagnosis, and creating management reports. The database shall maintain all test results as received from the Contractor's laboratories for the life of the contract. The Contractor shall provide the complete database to the USCG at any point during the contract and at the time of contract expiration.

2.2.12 OTHER TECHNICAL SERVICE CAPABILITIES

The Contractor shall provide technical capabilities for trending analysis and expertise consultation as required by the USCG.

The Contractor shall be capable in distribution of trend and summary reports to USCG assets, provide expertise advice in oil, coolant, wear analysis, and provide technical literature or online webinar training to USCG personnel on fluid sampling and testing techniques when requested by the government.

The Contractor shall provide the following technical capabilities to support the USCG's oil analysis program:

Trend Analysis and Reporting:

a. Perform trend analysis on lube oil and coolant sample test results to identify potential issues and provide recommendations for maintenance and operational improvements.

b. Distribute trend analysis and summary reports to COR/Contracting Officer through using the same format and form of communication as prescribed in section 2.2.10.

Expert Consultation:

a. Provide expert consultation services on oil analysis, coolant analysis, and wear debris analysis to COR/Contracting Officer through a structured presentation.

b. Respond to requests for expert consultation within how many business days of receiving the request.

Technical Training:

a. Upon request by the Government, provide technical training to USCG personnel on fluid sampling techniques, testing methods, and interpretation of test results

b. Offer at least one training sessions per year.

Technical Literature:

a. Provide technical literature, such as user manuals, sampling guides, and interpretation guidelines, in electronic format (e.g., PDF) to support the USCG's oil analysis program.

b. Ensure technical literature is easily accessible to USCG personnel through the Contractor's online database or other web-based platform to reflect changes in industry standards, best practices, or USCG requirements.

c. Review and update technical literature annually, or more frequently as needed, to reflect changes in industry standards, best practices, or USCG requirements.

d. Notify the COR within 5 business days when updates to technical literature are made available.

The Contractor shall maintain records of all technical services provided, including dates, participants, and outcomes, and make these records available to the COR upon request.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor shall provide a Program Manager as key person who upon commencement of performance and throughout the contract period shall meet the minimum qualifications set forth below in section 3.3.1.

The Contractor shall provide Laboratory Data Analysts set forth in section 3.3.2.

3.2 CONTINUITY OF SUPPORT

The Contractor shall maintain adequate staffing levels to meet all contract requirements and deadlines throughout the contract period, including for off- laboratory work. If staffing levels will be reduced due to planned absences and may impact service delivery, the Contractor must provide email notification to the COR at least 48 hours in advance, detailing how contract requirements will continue to be met. The Contractor shall have procedures in place to ensure all services, including sample analysis and reporting, continue uninterrupted regardless of individual employee's absences. Consistent understaffing or failure to meet contract requirements due to staffing issues may be grounds for the Government to terminate the contract for cause. The Government reserves the right to request adjustments to the Contractor's staffing approach if service levels do not meet the specified requirements.

3.3 KEY PERSONNEL

3.3.1 SENIOR LABORATORY DATA ANALYST

The Senior Laboratory Data Analyst shall have a minimum of five (5) years' experience in a testing laboratory facility and certification as a Certified Lubricant Specialist (CLS) certified by STLE or MLA by ICML.

3.3.2 LABORATORY DATA ANALYST

The Laboratory Data Analysts shall have a minimum of two (2) years' experience in a testing laboratory facility.

4.0 OTHER APPLICABLE CONDITIONS

4.1 LICENSES, PERMITS, AND PRECAUTIONS

The Contractor shall, at Contractor expense, be responsible for obtaining any necessary licenses and permits, and for complying with any applicable laws, codes, and regulations, in connection with the performance of work. The Contractor shall comply with all federal, state, and local regulations for the proper handling and disposal of hazardous materials. Further, the Contractor is responsible to ensure that proper safety and health precautions are taken to protect the work, workers, the public, and property of others.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract is a six-month base period after contract award.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor's facilities. The Contractor shall provide at least one ISO 17025 certified laboratory located in the Continental United States (CONUS), capable of testing and analyzing a minimum of 8,000 lube oil and coolant samples per year and storing a minimum of 1,500 lube oil samples for a period of forty-five (45) days before disposal. The Contractor's laboratories shall be located within the Continental United States (CONUS).

The Contractor laboratories shall be, at a minimum, accredited as an ISO-17025 for at least three years.

4.4 EQUIPMENT

The Contractor facilities shall have the specific equipment to run ASTM/ISO tests as specified by the seven (7) different test slates, a Supplemental Analytical test, and consumables (Attachment (A)). At a minimum, the Contractor's laboratories shall have the following test equipment:

• Inductive Couple Plasma Arc (ICP) or Roto-disk Electrode (RDE) Spectroscopy

• Direct Reading (DR) Ferrography and Analytical Ferrography equipment

• Automatic particle counter

• Gas Chromatograph (GC)

• Fourier Transform Infrared Spectroscopy (FTIR) equipment.

• Soot meter.

• Karl Fischer titration equipment

• Automated titration equipment to conduct Total Base Number (TBN) and Total Acid Number (TAN) tests in accordance with ASTM tests mandated in Attachment (A).

• Industry approved laboratory Viscometer

4.5 QUALITY CONTROL & PROFICIENCY

4.5.1 QUALITY CONTROL PLAN

The Contractor shall have a Quality Control Plan to maintain the quality standards for all services. The Contractor is responsible for conforming to its Quality Control Plan and processes to ensure proper performance and correct any deficiencies that may occur. The Quality Control Plan shall be implemented upon contract award.

4.5.2 PARTICIPATION IN ASTM PROFICIENCY TESTING PROGRAM

The Contractor shall be a current participant of the ASTM Proficiency Testing Program. The Contractor shall provide a copy each of the PTP report for oil and coolant testing in the last year through email within 15-days of award.

4.6 POST AWARD CONFERENCE

The Contractor must participate in a Post Award Conference with the Contracting Officer and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to review and clarify the technical requirements, and performance standards outlined in this SOW, discuss the Contractor's approach to meeting these requirements, establish communication protocols, as well as points of contact, address any questions or concerns from either party, or confirm the timeline for initiating services. The Post Award Conference will be held via online virtual meeting or teleconference.

4.7 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, and (e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the COR not later than 10 business days after the Post Award Conference.

4.8 PROGRESS REPORTS

The Project Manager must provide a quarterly progress report to the Contracting Officer and COR via electronic mail. This report must include a summary of all Contractor work performed, including all direct costs by line item, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period. The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

4.9 PROGRESS MEETINGS

The Program Manager must be responsible for keeping the COR informed about Contractor progress throughout the performance period of this contract and ensure Contractor activities are aligned with USCG objectives. At a minimum, the

Project Manager must review the status and results of Contractor performance with the COR on an annual basis via teleconference or virtual meeting e.g., Microsoft Teams. The contractor will provide a written summation of the meeting or conference.

4.10 MONTHLY REPORTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with USCG workstations (Microsoft Office Applications). Reports are not separately priced and the data and format for reports are defined in section.

The Contractor shall submit a Lube Oil and Coolant Sample Monthly report with details of all sample analysis activity for the previous month. The report will include a summary sheet indicating the total number of samples by ship and the number of alerted and non-alerted samples per ship during the monthly reporting period. The report will also include the following information:

a. Total number of samples in the month

b. Number of samples by test slate per month

c. Total number of unregistered (e.g., unidentified, unlabeled samples) samples received from USCG vessels, by vessel, if known.

d. Total number of rechecks, by test method, requested by USCG, broken out by Rechecks-Correct and Rechecks-

Error.

e. Total number of samples that are not processed within the 48-hour turnaround requirement.

f. Number of Sample Bottle Kits supplied per vessel.

4.11 PERFORMANCE STANDARDS

The Contractor's performance will be continually assessed to ensure that the performance objectives are being met during the life of the contract. The Government reserves the right to conduct a periodic inspection of the Contractor's facilities. Such inspections shall be conducted by the Contracting Officer's Representative (COR) or their designated representative.

4.11.1 PERFORMANCE OBJECTIVES AND STANDARDS

The performance objectives to be assessed under this contract are quality and timeliness of test results. The COR shall be responsible for surveillance.

4.11.2 QUALITY OF TEST RESULTS AND EQUIPMENT

The Contractor shall provide complete and accurate test results. The performance standards for quality of test results are specified below:

Performance Standard Method of Assessment Performance

100% of tests per month complete and free of errors

Lube Oil Sample Monthly Report Samples with errors redone at no cost to the Government

4.11.3. TIMELINESS OF TEST RESULTS

The Contractor shall provide timely results. The performance standard for timeliness of test results is specified below:

Performance Standard Method of Assessment Performance

100% of tests are completed within two

(2) business days, retest and ferrography will add two (2) business

Lube Oil Sample Monthly Report Samples not submitted within turnaround time subject to possible contractual remedies days

4.12 PROTECTION OF INFORMATION

Contractor access to Sensitive but Unclassified Information is required under this SOW. Contractor employees shall safeguard this information against unauthorized disclosure or dissemination in accordance with DHS MD 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only) Information. The Contractor shall ensure that all Contractor personnel having access to government business or procurement sensitive information sign a nondisclosure agreement (DHS Form 11000-6).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract.

7.0 TECHNOLOGY IMPROVEMENTS

After contract award, the Government may solicit, and the Contractor is encouraged to propose independently, technology improvements to the equipment, products, software specifications or other items required for the performance under this contract. These improvements may be proposed to save money, to improve performance, to save energy or for any other purpose which presents a technological advantage to the Government. The Government is under no obligation to accept technology improvements. Pending approval of such improvements, the Contractor remains obligated to provide the supplies and services required under this contract.

7.1 SUBMITTAL OF TECHNOLOGY IMPROVEMENT PROPOSALS

The Contractor will submit a proposal that includes pricing to the Contracting Officer for evaluation. The price proposal shall reflect the same pricing strategy for the new item as was implemented under this contract for the item being replaced. The proposals will at a minimum contain the following information: 1) a description of the difference between the existing contract requirement and the proposed change with the comparative advantages and disadvantages of each; 2) itemized requirements of the contract which must be changed if the proposal is adopted with the proposed revisions to the contract language; 3) an estimate of the changes in performance or cost, if any, that will result from the change; 4) an evaluation of the effects the proposed change would have on collateral costs to the Government, such as Government furnished property costs, costs of ship equipment maintenance, operation and conversion costs; 5) a statement of the time by which a contract modification must be issued so as to obtain the maximum benefits of the changes for the remainder of this contract including supporting rationale; and 6) any effect on contract time and delivery schedules shall be identified.

7.2 IMPLEMENTATION OF TECHNOLOGY IMPROVEMENT PROPOSALS

Those proposed technology improvements that are acceptable to the Government may be processed as contract modifications.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

ITEM SOW

REFERENCE

DELIVERABLE / EVENT DUE BY DISTRIBUTION

2 4.6, 4.7 Draft Contractor implementation Plan

9/25/24

COR, Contracting Officer

3 4.7 Final Contractor Project Plan 10/10/24 COR, Contracting Officer

6 4.9 Progress Reports Due Monthly COR, Contracting Officer

8.1 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1.1. The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor's accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.8.1.2. The COR will have thirty (30) business days to review deliverables and make comments. The Contractor must have three (3) business days to make corrections and redeliver.

8.1.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 LIST OF ATTACHMENTS

ATTACHMENT (A): Test Slates and Specifications

ATTACHMENT (B): Contractor's Test Equipment and Capacity

ATTACHMENT (A): TEST SLATES AND SPECIFICATIONS

I. Test Slates by Oil Type: The routine test slates for each type of oil samples are defined in the table below. The Contractor shall perform these tests by using the test methods outlined in Paragraphs II through V below.

Test Slate 1 Viscosity, Water, Total Base Number (TBN), Spectrochemical Analysis, Fuel Dilution, Oxidation, Soot Index, Direct Reading Ferrography

Test Slate 2 Viscosity, Water, Spectrochemical Analysis, Total Acid Number (TAN), Particle Count

Test Slate 3 Viscosity, Water, Spectrochemical Analysis, TAN

Test Slate 4 Viscosity, Water, Spectrochemical Analysis, TAN, Direct Reading Ferrography

Test Slate 5 Viscosity, Water, TBN for diesel engine oils or TAN for non-diesel engine oils, Spectrochemical Analysis

Coolant Basic Appearance, Freeze Point, Glycol Content, Boiling Point, pH, Total Dissolved Solids, Chlorides, Nitrites, Nitrates, Phosphates, Sulfates and Metals (Fe, Cu, Al, PB, Zn, Mo, B, Si)

Coolant Advanced Appearance, Freeze Point, Glycol Content, Boiling Point, pH, Total Dissolved Solids, Chlorides, Nitrites, Nitrates, Phosphates, Sulfates, Metals (Fe, Cu, Al, PB, Zn, Mo, B, Si) and Organic Acid Inhibitors (Total Cumulative)

Supplemental Analytical Ferrography

Special Testing TBD

Definitions of Test Slates:

Test Slate 1: This test slate will be used for testing used diesel engine oil samples.

Test Slate 2: This test slate will be used for testing used hydraulic oil and gas turbine oil samples.

Test Slate 3: This test slate shall be used for testing used refrigeration, circulating, compressed air, and bearing samples.

Test Slate 4: This test slate shall be used for testing used gear oil samples.

Test Slate 5: This test slate shall be used for testing new oil samples.

Coolant Basic: This test slate shall be used for testing standard inhibited coolant samples.

Coolant Advanced: This test slate shall be used for organic acid or extended life coolant samples.

Special Testing: This test slate shall be used for special testing of lube oil or coolant residue/materials unavailable in above lists. Scope of effort, techniques used, and costs are to be determined and approved by the Government at the time the need is identified.

II. Physical Test Properties (Lube Oil)

Physical Test Property Description Unit of Measure

Viscosity Test in accordance with ASTM D445. Report Viscosity at 40°C for non-diesel engine oils and V100°C and 40°C for diesel engine oils.

cSt

Water Water content shall be tested for by using industry accepted screening methods. If any water content is detected, the Karl Fischer water test (ASTM 6304) will be run. Report any Free Water observed as percent by volume.

Polyalkylene glycol (PAG) based oils always require Karl Fischer water test.

PPM or Percent by volume

Total Base Number

(TBN)

Test in accordance with ASTM D2896/D4739. Testing Range 1-

Total Acid Number (TAN) Test in accordance with ASTM D664. Testing Range up to 6.0

Soot Index Test in accordance with industry approved soot meter or using Fourier Transform Infrared (FTIR) spectroscopy.

Testing Range between 0.01 to 5.0%

Oxidation Test using Fourier Transform Infrared (FTIR) spectroscopy. Testing Range 1- 50 A/Cm

Direct Reading Ferrography

Particle size index shall be reported in microns using industry accepted test methods.

Testing Range 0- 1000 microns

Analytical Ferrography Perform test as directed by DR Wear Particle Content (WPC), Particle Count testing, and/or trend analysis and requested by the Government.

Fuel Oil Dilution Fuel dilution shall be tested using gas chromatograph (GC) equipment following ASTM D7593.

Percentage by volume (0.1- 15%)

Particle Counting Test in accordance with ISO 4406 or ISO 11171 guidelines. Test results provided shall be the actual particle count readings in 4/6/14 micron size including the class designation.

Testing Range 4 micron/6 micron/14 micron

III. Spectrochemical Analysis:

The Contractor shall conduct oil elemental analysis using an atomic emission spectrographic analyzer (ASTM D5181 or D6595) and report concentrations of the following elements:

Wear Metal Symbol Unit of measurement

Aluminum (Al) PPM

Boron (B) PPM

Barium (Ba) PPM

Calcium (Ca) PPM

Chromium (Cr) PPM

Copper (Cu) PPM

Iron (Fe) PPM

Lead (Pb) PPM

Magnesium (Mg) PPM

Molybdenum (Mo) PPM

Nickel (Ni) PPM

Phosphorous (P) PPM

Potassium (K) PPM

Tin (Sn) PPM

Silicon (Si) PPM

Silver (Ag) PPM

Sodium (Na) PPM

Titanium (Ti) PPM

Zinc (Zn) PPM

IV. Analytical Ferrography Testing Standards:

The Contractor shall conduct ferrographic analysis as dictated by results of DR Wear Particle Content (WPC), Particle Count testing, and/or as dictated by the Government. The following elements shall be included on each analytic ferrography report submitted to the Government:

• A representative photograph of sample from 100x-1000x in magnification

• Wear particle count.

• Normal wear concentration

• Sliding wear concentration

• Severe wear concentration

• Wear particle size determination.

• Dark oxide concentration

• Red oxide concentration

• Corrosive wear particle concentration

• Non-Metallic Particle Concentration

• Non-Ferrous Metallic Particle Concentration

• A narrative with a statistical list of suspected problems and the recommended actions

• Sample analysis data.

III. Physical Test Properties (Coolants)

Physical Test Property Description Unit of Measure

Freeze Point Test in accordance with ASTM D3321. Report Freeze Point in °F. °F

Glycol Content Test in accordance with ASTM D3321. Report Glycol Content as percent by volume.

Percent (%) pH Test in accordance with ASTM D1287.

Total Dissolved Solids Test in accordance with ASTM D1125. Report in PPM. PPM

Chlorides Test in accordance with ASTM D5827. Report in PPM. PPM

Nitrites Test in accordance with ASTM D5827. Report in PPM. PPM

Nitrates Test in accordance with ASTM D5827. Report in PPM. PPM

Phosphates Test in accordance with ASTM D5827. Report in PPM. PPM

Sulfates Test in accordance with ASTM D5827. Report in PPM. PPM

Metals (Fe, Cu, Al, Pb, Zn, Mo, B, Si)

Test in accordance with ASTM D6130. Report in PPM. PPM

Appearance Report color, clarity, presence of sediment and/or petroleum layer

Boiling Point Test in accordance with industry approved standards. Report in °F. °F

Organic Acid Inhibitors Test in accordance with industry approved standards. Report in Percent (%).

Percent (%)

The data analyst shall provide remarks to indicate the test results have been reviewed and verified. Additional information concerning sample condition such as abnormal visual appearance, presence of contaminants or inability to perform test results due to insufficient sample, shall also be provided in the laboratory comments of the data format shown in section 2.2.

3..

The data analyst shall employ analysis techniques using USCG furnished threshold limits, trend analysis or OEM threshold limits to determine oil sample condition (normal, caution, abnormal or critical) and provide alert indications.

Recommendations are required. The analysis provided shall be at no additional cost to the Government.

ATTACHMENT (B): CONTRACTOR'S TEST EQUIPMENT

AND CAPACITY

TEST TEST METHOD

(ASTM/ISO)

TYPE OF

EQUIPMENT

USED

QUANTITY AND

SERIAL #S OF

EACH EQUIPMENT

NUMBER OF

SAMPLES PER

EQUIPMENT PER

DAY

VISCOSITY @ 40C

ASTM D445

VISCOSITY @ 100C

ASTM D445

WATER CONTENT

ASTM D1744/

D6304

TOTAL BASE NUMBER

ASTM D2896/D4739

TOTAL ACID NUMBER

ASTM D664

SOOT INDEX

FTIR/Soot Meter

OXIDATION

FTIR

SPECTROCHEMICAL

ANALYSIS

ASTM D5185/D6595

FUEL DILUTION

ASTM D7593

PARTICLE COUNT

ISO 4406 or ISO 11171

DIRECT READING

FERROGRAPHY

13 ANALYTICAL FERROGRAPHY

14 FREEZE POINT ASTM D3321

15 GLYCOL CONTENT (%) ASTM D3321

16 pH ASTM D1287

17 TOTAL DISSOLVED SOLIDS ASTM D1125

18 CHLORIDES ASTM D5827

19 NITRITES ASTM D5827

20 NITRATES ASTM D5827

21 PHOSPHATES ASTM D5827

22 SULFATES ASTM D5827

23 METALS (Fe, Cu, Al, Pb, Zn, Mo, B, Si)

ASTM D6130

24 BOILING POINT

25 ORGANIC ACID INHIBITORS

(Cumulative Total)

PR #: 52000PR240006735

STATEMENT OF WORK

52.211-8 TIME OF DELIVERY (JUNE 1997)

(a) The Government requires delivery to be made according to the following schedule:

Required Delivery Schedule

Item No. Quantity Within Days After Date of Contract

The Government will evaluate equally, as regards time of delivery, offers that propose delivery of each quantity within the applicable delivery period specified above. Offers that propose delivery that will not clearly fall within the applicable required delivery period specified above, will be considered nonresponsive and rejected. The Government reserves the right to award under either the required delivery schedule or the proposed delivery schedule, when an offeror offers an earlier delivery schedule than required above. If the offeror proposes no other delivery schedule, the required delivery schedule above will apply.

Offeror's Proposed Delivery Schedule

Item No. Quantity Within Days After Date of Contract

(b) Attention is directed to the Contract Award provision of the solicitation that provides that a written award or acceptance of offer mailed, or otherwise furnished to the successful offeror, results in a binding contract. The Government will mail or otherwise furnish to the offeror an award or notice of award not later than the day award is dated. Therefore, the offeror should compute the time available for performance beginning with the actual date of award, rather than the date the written notice of award is received from the Contracting Officer through the ordinary mails. However, the Government will evaluate an offer that proposes delivery based on the Contractor's date of receipt of the contract or notice of award by adding

(1) five calendar days for delivery of the award through the ordinary mails, or (2) one working day if the solicitation states that the contract or notice of award will be transmitted electronically. (The term "working day" excludes weekends and U.S.

Federal holidays.) If, as so computed, the offered delivery date is later than the required delivery date, the offer will be considered nonresponsive and rejected.

(End of clause)

52.216-25 CONTRACT DEFINITIZATION (OCT 2010)

(a) A _________ definitive contract is contemplated. The Contractor agrees to begin promptly negotiating with the Contracting Officer the terms of a…